Receptionist & Administrative Support Assistant

About the role

GWIC is seeking a professional Receptionist & Administrative Support Assistant to join its Lisbon office. The role provides day‑to‑day administrative, organisational and document‑management support to both local and international teams, acting as the first point of contact for visitors and callers.

Key responsibilities

• Manage the reception area, greet clients, visitors, consultants and partners.
• Answer and direct telephone calls and general enquiries.
• Handle incoming and outgoing correspondence, courier services and deliveries.
• Maintain a digital archive of all correspondence with proper naming, filing and traceability.
• Prepare, format and present Word documents, reports, letters, proposals, minutes and presentations.
• Format and update experts’ CVs according to GWIC standards and maintain a searchable CV database.
• Support databases of project references, certificates, registrations and corporate credentials.
• Monitor expiry dates of licences, certificates and other administrative documents.
• Coordinate with GWIC offices abroad to obtain updated corporate documentation.
• Organise business travel, including flights, hotels, transfers and visa support.
• Book meeting rooms, coordinate meetings and assist with minutes and internal records.

Required profile

• Highly organised, proactive and detail‑oriented.
• Excellent communication skills in English.
• Strong ability to manage multiple administrative tasks simultaneously.
• Professional demeanor when interacting with colleagues, clients and partners across Portugal, Africa and Latin America.

Required skills

• Proficiency with Microsoft Word for document creation and formatting.